Chapter 8: Around the Office
You should not charge for the first copy of an employee's own record; a fee of 10 cents per page may be charged for additional copies (no charge for time spent locating or assembling the file).
Employees may request correction or deletion of a record containing information about themselves. Policies and contracts specify method, time frame, and to whom requests should be addressed.
Normally in the Department Personnel Office or the supervisor's office.
Before you place any documentation in a personnel file, have a conversation with the employee. The employee should receive a copy of all material placed in the file.
The employee or designated representative, the employee's supervisor, a prospective hiring department, Employee Relations and Labor Relations staff and other UC offices with a specific need.
As soon as is practical, but no longer than 30 days after making the request, as described in policy and contracts.
A historical body of information on an employee from date of hire to present, maintained by the person's name or by some identifying number or symbol.
Anything not directly related to the job, including pre-employment information, reference information, grievances, outside agency complaints, affirmative action/EEO data, credit reports, and garnishments. Workers' Compensation records stay in the file, but should be removed before a file is shown to a potential hiring department.
What belongs in the personnel file? (See Records Disposition Schedules Manual, contracts, and policies for required purge dates)
- Job related items, including job descriptions, HCM Transaction Notices, where appropriate, and Emergency Data records.
- Selection records, including application, resume, tests, and offer/acceptance letters.
- Employee development records, including education updates, classes, degrees, and completed training.
- Performance records, including performance appraisals, counseling memos, disciplinary letters, commendation letters, and Special Performance or Achievement Awards.
- Separation records, including resignation letters, termination checklist, and exit interviews.